Made to simplify the “crossover period” when businesses go from paper to digital, with day-forward scanning you select a date in the future where you will first scan your archives of existing papers, and from then on scan your new documents as soon as they’re created.
To find out how to implement day-forward scanning and how it can help your business, watch the video or read the transcript below.
How to Implement Day-Forward Scanning
The overall goal of scanning is making the transition from paper to digital. While there’s a range of different ways to do it, when it comes to finding an efficient system for conversion, then day-forward scanning is the answer.
Only requiring 3 simple implementation steps, all it takes is to pick a date, scan the old papers you have now, and start scanning new ones as they come in.
How Implementing Day-Forward Scanning Works
|Implementation for day-forward scanning begins by simply selecting an upcoming date to start scanning files.||Once you reach the set date, an initial backfile conversion is conducted to convert all current paper documents to digital formats||From that point on, all new records will be scanned and smoothly implemented as soon as they’re created rather than being scanned in large chunks.|
What to Do With Paper Copies After They’re Scanned
Once you’ve made the transition and records are in digital form, you should have the old paper copies shredded to limit the chances of your sensitive information being stolen or lost.
Helping to simplify the process of shredding after scanning, in many cases a scanning provider will also have an industrial shredder at their scanning facility or instead will partner with a secure shredding provider to handle old records.
The Benefits of Day-Forward Scanning
With day-forward scanning, a business can make their files accessible for every employee while at the same time cutting the cost and time required to organize large-scale scanning projects or store and locate paper documents.
Saving Time While Boosting Efficiency
It doesn’t matter whether it’s 10,000 or 100,000 records—either way, it will take a good deal of time to get them all scanned and indexed, which is where day-forward comes into the picture.
When you scan records regularly and in small pieces as opposed to large chunks, employees won’t need to pause while a document is waiting to be scanned during a large project.
On top of that, once records are scanned the speed at which they can be found, shared, and copied will get a massive boost.
Cutting the Costs of Records Management
By scanning records as soon as they’re created, you as a result immediately cut off the need for the costs and resources required to manage paper records. Among others, these costs include:
- Someone to manage the files
- Somewhere to store files
- Paper file copying costs
- The time to find and refile
- File storage supplies (filing cabinets, etc.)
Bolstering Records Security
One of the greatest benefits from digital records management is the improved securities ranging from encryption systems to firewall and password protections.
When you take your paper records, scan them, and immediately implement them with a DMS or cloud storage system, you as a result can take advantage of the boosted security off the bat and avoid the security risks of paper records management entirely.
Saving Office Space
Since documents are scanned immediately with day-forward scanning, there’s no way for paperwork to ever accumulate—in turn keeping the office consistently clear.
Besides just the advantage of a more organized office space though, extra space that’s permanently opened can instead be used for more valuable purposes like another revenue-generating employee, for example.
Interested In Implementing A Day-Forward Scanning System?
Record Nations partners with secure and reliable scanning providers across the nation. To get started finding the right service for your needs, fill out our form on the right, give us a call at (866) 385-3706, or contact us directly through our live chat for a free, no-obligation quote from providers near you.